KEK User Registration 

... and other administrative procedures for new (and old) K2K members

updated 24 Nov 2003 , JW/TI/MS

K2K Member registration

New members should make sure their local group leader sends email to J. Wilkes providing the information listed in the K2K Membership List (see the Shift Information web page for this and other useful links). The first 7 columns (name...email) are required information, along with starting date. If your name does not appear in this list, you cannot get credit for shifts or be a co-author on publications.

KEK User Registration

Anyone working at KEK (including temporary workers, such as summer student helpers) must be registered with the User's Office, located in the new building near the cafeteria. The user registration form must be co-signed by your local institute's group leader. 

• This step is most important, and necessary to use KEK dorms and any KEK facilities. Without registration, you cannot use KEK dorms. We strongly advise that you send the form before you come to KEK. 

Upon arrival, go to the Users Office and you will get an ID card which allows access to the KEK campus, and after-hours entry to Yon-go-kan (Building 4) and Hon-kan (library building), etc. 

Registration forms must be prepared BEFORE you arrive at KEK: your ID card will be issued when you arrive for the first time.
Registration must be renewed EVERY year: your ID card will expire at the end of each April, and will not work for campus or  after-hours building entry, etc.

KEK Radiation Safety Training

K2K members who may (even temporarily) need to enter North Hall or other radiation areas must also complete radiation safety training, at the radiation safety group office. Your ID card will then be coded to allow entry through appropriate radiation-area gates, and to get film badges or dosimeters as needed. Note: most K2K members do not need this.

Radiation safety training must be repeated every year: your ID card's coding will expire at the end of each April, and will not work for North Hall gate access, etc.

Forms for administration:

• KEK user administration - Group membership form 
  • Fill in:
    • Location of experiment = PS, 
    • Experiment name = E362
    • Spokesperson = K. Nishikawa
    • Contact at KEK = M. Sakuda, phone 64-5433, email sakuda@neutrino.kek.jp
• Radiation safety form - you will receive manuals and information when you go to the radiation safety office (Map) to view the radiation-safety training video. 

GROUP LEADERS: It is helpful if your institute can send forms for all your members to KEK in one batch, in late March each year.

• address
  Send the registration forms to

  Ms. Chieko Hara 
  Institute of Particle and Nuclear Studies
  High Energy Accelerator Research Organization (KEK)
  Oho 1-1, Tsukuba, Ibaraki, 305-0801 Japan
  
  FAX +81-298-64-2580 
  

If you are short of time, you can fax the forms, though you must send the original form with signatures afterwards by post.

Procedure when you arrive at KEK:

1. Go to physics department office (3go-kan, 2nd floor) with the signed forms. You'll be set up as K2K collaborator within 5 min.
   Office is open from 8:30 to 17:00 weekdays only.
2. If you do not require radiation safety training, bring the paperwork to the User's Office (in the new User Center building near the entrance) and you will be issued an ID card there which is good only for campus, office and library access.
3. Otherwise, go to the radiation safety office and view the safety tutorial video (~20min, no need to answer any tests)
   The "Housyasen Uketuke" office is located in a hut behind the Radiation Safety Control Center building, about 100m west from the KEK library, and is open from 8:30-18:00 weekdays. 
   • If you are a newcomer, the safety office will provide you with an ID card. This is needed to get into the library, Bldg. 4, and radiation-safety controlled areas.
   • If you are not newcomer, you may have ID card already. Please do not forget to bring it with you. Safety Officer will update it after you finish watching the video. If you forgot to carry it with you, the officer can supply a new card, but you must send the old card by post afterwards.
4. Get film badges at the entrance of East counter hall when needed. Film badges must be replaced each month.

If you arrive at KEK for the first time while the safety office is closed, you may also view the video at the East-hall gate security window (except 01:00-06:00 daily, when the security officer is asleep and only on call for emergencies). A temporary ID card will be supplied to you. You must go to the safety office afterwards for a permanent card.

Administration for K2K group computer ( neutrino, etc.):

If you want to have an account on K2K group computers (neutrino.kek.jp, etc), you should send e-mail to Hayato-san at e362-admin@neutrino.kek.jp. Provide the following information:

• your name
• your institute
• 1st, 2nd and 3rd choices for username
• list all working groups or subgroups you participate in (for mailing lists)

If you will be at KEK long term, please notify us.

Get help if needed:

• Please do not hesitate to call 5434(Ishida/Oyama), 5433(Sakuda), or 5220(US collaborator's office), all of them are willing to help you. (But try hard first).

The following offices are best contacted with the help of a Japanese-language speaker:

• IPNS Physics Department Office: 5324
• Radiation Safety Office: 5496 (PB 461)

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